Incoming Shipping Requirements (ALL FUNDING SOURCES)

Need status of an incoming shipment or parcel? Contact the shipper (vendor) to obtain courier and tracking number; Send this info
via eMailtoCentralReceiving@downstate.edu(auto-delivers your message to all CReceiving staff and managers) to speed a search
and response to you by the next available staff. In messageSubject, put theCourierandtracking #. In themessage text, iinclude the PO#, the internal deliveryBldg and Rm #, and any other helpful identifying details that will help speed the status search. A common problem is insufficient shipping label destination information: See Downstate'sIncoming Shipment Label requirements.

Attention ALL P-Card Users!: When placing a PCard funded order by telephone or online, BE CERTAIN to iinclude
accurate PO# as CC YY-PID-NNN (depts normal Req #), and SHIP TO =

Receiving process: All Main Campus shipments received from carriers through the Receiving dock are
separated into two groups: non-state and state funded.

All state funded shipments (State Purchasing PO #s) at the Main Campus and all off-site
locations are electronically processed via either the Lawson or the State University
Receiving System (SURS) which auto-ties to assist Accounts Payable in paying invoices timely.

PCard purchases and all non-state funded shipments that have all required Shipping
label information (see below) are then staged for internal delivery. Detail Policy link.

Plan in advance: When requisitioning any item that involves any incoming shipment to DMC (any funding
source), be sure you and your vendor are familiar with Downstate's Incoming Shipment Requirements for Shipping Label, Packing Slip, and Pallet Specifications. Plan the purchase so that your department is able to accept a shipment upon its
arrival to Downstate, including having the space to receive the shipment upon its
arrival. Shipments are NOT to be left on the Central Receiving loading dock overnight,
or stored in any location that present a fire code violation.

Large Equipment or Large Furniture Shipments: The recipient department initiating a purchase (regardless of funding source) is
responsible for making any/ all needed advance logistic arrangements, including if
your shipment involves any special circumstances such as delivery being predicated
on specific phase/ date of a renovation project, delivery to an alternate temporary
staging location for assembly logistics, etc. The recipient department is expected
to make every effort to advance plan and coordinate the logistics of shipment arrival
so that it fits through doorways, freight elevators, has any utility connection planned
in advance (electrical capacity, data connectivity) so that it can be installed upon
arrival to maximize efficient DMC labor and space - including avoiding of temporary
storage wherever possible. The Central Receiving dock can not be used for storage
as it places your shipment at risk (open to weather elements). When the final internal
delivery location is an off-site location (outside the UHB, BSB or HSEB buildings),
highlight the need for a direct vendor delivery to its final internal destination
location. In all such cases, be certain to iinclude clear instructions in the 'comments'
section of your requisition and discuss in advance any needed logistics with the assigned
Procurement Agent and Central Receiving.

ALL shipments MUST comply with the following:

Shipping Label:

All DMC Shipments anticipated to be received through Central Receiving must be in
the following format (note required fields):

We understand that some shippers/ couriers place PO# in reference fields on the shipping
label which is acceptable as long as it is identified somewhere on the shipping label.

Alternate Shipping Label instructions will be given by the Purchasing Agent for all
direct vendor deliveries to off-site locations (ie: any off-site primary care satellites).

Failure to have all required information on the Shipping Label will result in either
package delays, or the package being returned to sender. State Purchasing issues these
instructions with every State PO and continues to make every effort to follow up with
non-compliant vendors. If you need Purchasing’s assistance with any continuing non-complying
vendor, contact Purchasing.

Your DownstateSHIPPINGADDRESS is different than your MAILINGaddress (see Mail Services).

Packing Slip:

All Shipments must have a packing list attached to the OUTSIDE of each package (or
to the outside of palletized shipments). Failure to have packing list on exterior
of shipment will result in package being opened for retrieval of packing list, and/or
package being returned to sender.

Direct Vendor Inside Delivery of Shipments to Internal Destinations (Any State PO
shipment NOT processed and delivered through DMC Main Campus Central Receiving):

Incoming Direct vendor shipments on State PO's to Downstate's Satellite locations including Bay Ridge, Midwood/ Nostrand Ave, Family Health Services/ 840LeffertsBlvd,
and Dialysis/ 710PSA: Downstate Staff at these off-sites are required to sign and
fax all packing slips to Main campus Central Receiving so that the shipment can be
entered into the Downstate Receiving system that automatedly authorizes A/P invoice
payment.

Main Campus shipments on State PO's with Direct Vendor Inside Delivery: Whenever a State PO delivery does not occur at/ through Downstate Central Receiving-
including whenever a vendor makes direct delivery of a State PO item to an internal
destination, typically for equipment vendor installation/ set up, or very large shipments
that are made directly by vendor to one of the main campus off-site buildings. Staff
at the internal destination are required to sign and send all packing slips to Central
Receiving so that the shipment can be entered into the Central Receiving system that
automatedly authorizes A/P invoice payment.

* These shipments will be received and immediately staged for internal delivery (NO
SURS entry).

** Each affiliated entity may use its own PO numbering methodology after the prescribed
letter A. Since the PO numbers will not be individually recorded upon delivery, it
does not matter whether one affiliate duplicates the same PO number.

Personal non-business related shipments (such as catalog and or Internet retail purchases)
to staff members are not permitted and will be returned.